Fort Walton Beach Council agenda — 09-28-2010 Regular — reading text

Henry Hill, Fleet Superintendent, City of FWB Debbie Fousak, Staff Assistant, City of FWB David Jenzen, IT Dept, City of FWB Mindy Womack, Finance Dept, City of FWB Michael Beedie, Engineering, City of FWB Chris Danker, Davison Fuels The meeting was called to order by William Worlds at 10: 04 am. 1. 1. 1 Scoring for RFP 10 -012 —reviewed process — each committee member to present scores on the five criteria set out in the RFP. 1. 1. 2 The five criteria are: 1. Fees & Costs of Systems and Fuel 2. System Features & capabilities 3. References and Capabilities of presenter 4. Local Vendor Preference 5. State Certified Preferences ( Minority owned, Women -owned businesses; Service related Disabilities /Veteran owned). 1. 1. 3 Evaluations /Scoring —Weighting of scores: Fees /Costs —40% System Features — 30% References and Vendor Experience /Capabilities —20% Local Vendor Preferences ( issued as " all or none "; 0= no; 5 = yes). Must have company office within the City Limits of FWB. State Certified Business ( Issued as " all or none "; 0 = no; 5 =yes) I.e. woman -owned; minority- owned; veteran owned.  1. 1. 4 Three proposals received within the stated bid deadline: Cougar Oil, Davison Fuels, and McPherson Co.. 2. 1 Questions from Committee members: 2. 1. 1 Mindy Womack asked if Cougar met requirements for providing information. Several required forms were not included in the sealed bid. Committee voted and decided that Cougar Oil' s Proposal was not responsive since it did not provide information as required in the solicitation. 2. 1. 2 References: Most members had not called references. Henry Hill did try to reach companies. William will call each company' s references and distribute results to the 9th committee before the next meeting on September 2. 1. 3 Clarification of Fuel pricing and taxes quoted: Several members asked about the discrepancy of pricing quoted on taxes and OPIS Fuel Prices quoted for August 12tH William will get clarifications from the two remaining presenters 2. 1. 4 Committee also would like clarification on the following: 1. Exactly who will own which equipment and be responsible for the maintenance? 2. What are the fees, if any, for emergency repair calls? 3. Verify Taxes ( Davis and McPherson used different tax amounts) 4. Verify the OPIS fuel Prices for the requested date of August 12th ( Davis and McPherson used different Prices) 5. Can we get a list of locations within a 50 -mile radius where the fuel cards can be used? 6. Can the connmittee get a list of customers that have implemented fuel management systems and specifically use the HTE system interface? 2. 1. 6 William Worlds will submit questions to presenters for clarification and provide the answers to the committee before the next meeting. 3. 1 Next Evaluation Committee meeting will be held on Sept 9, 2010( Thursday) at L OAM at the Purchasing Dept. Public notice will be posted as well on the Florida Online Bid System. Meeting was adjourned at 10: 30am. 0,  City of Fort Walton Beach America' s Most Beautiful Beaches 143 Hollywood Blvd. NW • P. O. Box 4009 • Fort Walton Beach, FL 32549 850) 833 -9523 • Fax ( 850) 833 -9643 PURCHASING DEPARTMENT WILLIAM J. WORLDS CPPB, FCCM PURCHASING AGENT Email: wworlds @fwb. org DATE: Sept 9, 2010 10: 00AM RE: Minutes from Evaluation Committee Meeting Number Two RFP 10 -012 Automated Fleet Fuel Management System ATTENDEES: William Worlds, Purchasing Agent, City of FWB Henry Hill, Fleet Superintendent, City of FWB Debbie Fousak, Staff Assistant, City of FWB Mindy Womack, Finance Dept, City of FWB Michael Beedie, Engineering, City of FWB ABSENT: David Jenzen, IT Dept, City of FWB The meeting was called to order by William Worlds at 10: 00 am. William Worlds reported that he had not received a response from The McPherson Companies regarding the questions he' d sent them for clarification of their proposal. Davison Oil did respond, and all committee members acknowledged that they had received the Davison Oil responses, which acknowledged that they had submitted erroneous OPIS pricing (they also included a copy of the 12th August OPIS Report with their submission). References —William Worlds had sent out and received responses from references for both McPherson and Trak Engineering (partnering firm with Davison Oil). All committee members acknowledged receiving copies of these reference responses. Henry Hill suggested that all proposals be rejected due to the lack of clarifying information needed, and the number of errors and ambiguities regarding OPIS pricing, fuel tax amounts, questions ownership of equipment, and costs to the city for maintenance of the system. There was unanimous agreement for all committee members to recommend to City Council to reject all proposals and re -issue the RFP in October 2010. Meeting was adjourned at 10: 20 am.  CITY COUNCIL MEETING September 28, 2010 Consent Agenda Award Bid for Rye Seed Synopsis: Staffrequests Council award the Annual Rye Grass Seed bidfor Items # 1, # 2, & # 2a to John Deere Landscapes; and Item # 3 to Ragan & Masseyfor a total 34, 945 estimated amount of $ Agenda Item Number: 8. 5  CITY OF FORT WALTON BEACH MEMORANDUM To: Robert Mearns, City Manager Through: Jeff Peters, Recreation and Cultural Services Director From: Bob Flanagan, Golf Course Superintendent Date: September 17, 2010 Subject: Request to award Rye Seed Bid # 10 -021 1. BACKGROUND: 1. 1 The City of Fort Walton Beach sends out an annual bid for Rye Seed used in the Golf Course and Parks Maintenance Divisions. 2. DISCUSSION: 2. ]l The Recreation and Cultural Services Maintenance Divisions budgeted 36, 000 for Rye Seed in FY 2010 -11 ( Golf $34, 000, Parks $ 2, 000 2. 2 The five ( 5) companies that submitted bids were as follows: 2. 2. 1 Turf Merchants 2. 2. 2 Pennington Seed 2. 2. 3 John Deere Land. 2. 2. 4 Ragan and Massey 2. 2. 5 Spencer Turf 2. 3 The following quantities of Rye Seed are anticipated to be purchased in FY 2010 -11: 2. 3. 1 Golf Course —48, 000 lbs 2. 3. 2 Parks Maintenance —2, 200 lbs. 3. FINANCIAL INFORMATION: 3. 1 Thee lowest responsive, responsible bidder for Item # 1, Item # 2, and Item #2A was John Deere Landscapes in the amount of $27, 945. 3. 2 The lowest responsive, responsible bidder for Item # 3 was Ragan and Massey in the amount of $7, 000 3. 3 Sufficient funding is appropriated in the FY 2010 -11 budget. 4. RECOMMENDATION: 4. 1 Pursuant to the City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4.01. Paragraph 4.01. 025 and the Purchasing Policies and Procedures, staff requests City Council authorization to award Bid # 10 -021 Annual Rye Grass Seed, to the lowest responsive, responsible bidders, for an estimated amount of $34, 945, as follows: 4. 1. 1 Item # 1, # 2, & # 2a —John Deere Landscapes  4. 1. 2 Items # 3 — Ragan & Massey 5. ATTACHMENTS: 5. 1 Bid Tabulation for ITB 10 -021 Annual Rye Seed 6. SIGNATURE BLOCK: 6. 1 Submitted By: Bob Flanagan 9 -17 -2010 Bob Flanagan, Golf Club Superintendent 6. 2 Reviewed and Concur q!k Jeff Peters 9 - 17 -2010 Recreation and Cultural Services Director 6. 3 Reviewed and Concur: Brandy Wunke Finance Director 6. 4 Reviewed for Agenda Wert T. Mearns City Manager  It J W O OC m m m m O O Z cn a z z z z Z 0 0 0 o q 00, o ti 0) U) av c c o° Go O F- a c o Ln N= C Ln H U o o cr Za O Ui g M N JV o CM Lc)